5 Google Workspace Tools You're Underutilizing (and How to Fix It)

Introduction: Beyond the Basics of Google Workspace

In 2026, Google Workspace is ubiquitous. Most companies use Gmail, Drive, and Meet daily. But are you really maximizing its potential? Chances are, there are several powerful tools and features hiding in plain sight that could dramatically improve your team's productivity and efficiency. We're not talking about simple tips and tricks; we're diving deep into underutilized functionalities that can revolutionize how your organization operates.

A recent Workalizer study found that companies leveraging advanced Google Workspace features see a 15-20% increase in overall productivity. This translates to significant cost savings and improved employee satisfaction. So, let's unlock those hidden gems.

1. Advanced Sharing Permissions in Google Drive

Everyone knows how to share a file in Google Drive. But are you using advanced sharing permissions effectively? Most users stick to basic "view," "comment," or "edit" access. However, Google Drive offers granular control that can prevent accidental data leaks and streamline collaboration. For example, you can set expiration dates for shared links, preventing unauthorized access after a project is complete. You can also disable the option for viewers to download, print, or copy files, adding an extra layer of security to sensitive documents. Think about using these features when you share file in Google Drive using phone.

Consider this scenario: A marketing agency shares a confidential campaign proposal with a client. By setting an expiration date on the shared link and disabling download options, they ensure the client can only view the document for a limited time and cannot distribute it further. This simple step protects their intellectual property and maintains control over sensitive information.

How to Implement Advanced Sharing:

1. Right-click on the file or folder you want to share.
2. Select "Share."
3. Click on the gear icon in the top right corner of the sharing dialog.
4. Configure the desired restrictions: expiration dates, download/print/copy restrictions.

2. Google Chat Spaces: More Than Just Messaging

Google Chat is more than just a messaging app; it's a powerful collaboration hub, especially with the introduction of Spaces. Spaces allow you to create dedicated areas for projects, teams, or specific topics. Within these spaces, you can share files, assign tasks, and conduct threaded conversations, keeping everything organized and easily accessible. This is a vast improvement over endless email chains and scattered direct messages.

Imagine an engineering team working on a new product feature. They create a dedicated Space for the project, where they share design documents, track progress on tasks, and discuss technical challenges. All communication and resources related to the feature are centralized in one place, eliminating confusion and improving efficiency. If you want to access a shared file on Google Drive from within Chat, it's seamless.

According to a recent survey by the Project Management Institute, teams using collaborative workspaces experience a 25% reduction in project completion time. Google Chat Spaces can help you achieve similar results.

Maximizing Google Chat Spaces:

• Create dedicated Spaces for each project or team.
• Use threaded conversations to keep discussions organized.
• Integrate with other Google Workspace apps, such as Tasks and Calendar.
• Establish clear guidelines for communication within each Space.

3. Google Meet Breakout Rooms for Enhanced Engagement

Google Meet is a staple for virtual meetings, but many users overlook the power of breakout rooms. Breakout rooms allow you to divide participants into smaller groups for focused discussions, brainstorming sessions, or team-building activities. This is particularly useful for large meetings where it's difficult for everyone to actively participate.

For example, during a company-wide training session, facilitators can use breakout rooms to divide employees into smaller groups to discuss specific concepts and apply them to real-world scenarios. This fosters deeper engagement and ensures that everyone has the opportunity to contribute. Breakout rooms address one of the 5 Productivity Killers and How AI Can Help You Crush Them in 2026: disengagement.

Leveraging Breakout Rooms Effectively:

• Plan breakout room activities in advance.
• Provide clear instructions and objectives for each group.
• Assign facilitators to each breakout room to guide the discussion.
• Set a timer to ensure groups stay on track.
• Bring everyone back to the main meeting for a debrief and summary.

4. Google Gemini for Workspace: Your AI-Powered Assistant

Google Gemini, integrated directly into Workspace, is an AI powerhouse that can automate tasks, generate content, and provide valuable insights. From summarizing lengthy documents in Google Docs to generating email drafts in Gmail, Gemini can save your team countless hours. Furthermore, Gemini can analyze data in Google Sheets to identify trends and patterns, helping you make data-driven decisions.

Consider a sales team that uses Gemini to analyze customer data in Google Sheets. Gemini identifies key trends, such as which product features are most popular and which customer segments are most likely to convert. This information allows the sales team to tailor their pitches and focus their efforts on the most promising leads.

According to a McKinsey report, AI-powered automation can increase productivity by up to 40% in certain tasks. Integrating Google Gemini into your workflow can unlock significant efficiency gains.

Integrating Gemini into Your Workflow:

• Explore the available Gemini features in each Google Workspace app.
• Identify tasks that can be automated or augmented by AI.
• Provide Gemini with clear and specific instructions.
• Review and refine Gemini's output to ensure accuracy and quality.

5. Workalizer: Unlocking Data-Driven Insights from Google Workspace

While Google Workspace provides a suite of powerful tools, understanding how your team is *actually* using them can be challenging. That's where Workalizer comes in. Workalizer is an AI-powered platform that analyzes your company's Google Workspace usage to provide data-driven performance review insights. By analyzing signals from Gmail, Drive, Chat, and Meet, Workalizer identifies bottlenecks, inefficiencies, and areas for improvement. This allows you to make informed decisions about training, resource allocation, and process optimization. As traditional performance reviews decline, Workalizer offers a data-driven alternative; learn more in our post: Is the Traditional Performance Review Officially Dead in 2026?

For example, Workalizer might reveal that a particular team spends an excessive amount of time in meetings, indicating a need for better meeting management practices. Or it might identify that certain employees are struggling to collaborate effectively in Google Drive, suggesting a need for additional training on sharing permissions and version control. By leveraging these insights, you can optimize your team's performance and maximize your return on investment in Google Workspace.

Leveraging Workalizer for Optimal Performance:

• Connect Workalizer to your Google Workspace account.
• Review the generated reports and dashboards.
• Identify areas for improvement based on the data.
• Implement changes and track their impact on productivity.
• Use Workalizer insights to inform performance reviews and development plans.

Conclusion: Embrace the Full Potential of Google Workspace

Google Workspace is a powerful platform, but its true potential is often untapped. By leveraging advanced sharing permissions, Google Chat Spaces, Google Meet breakout rooms, Google Gemini, and Workalizer's data-driven insights, you can transform your team's productivity and efficiency. Don't settle for the basics; embrace the full potential of Google Workspace and unlock a new level of organizational performance in 2026.